Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
6j
ACTION ITEM
Date of Meeting
April 14, 2020
DATE: March 10, 2020
TO: Stephen P. Metruck, Executive Director
FROM: Stuart Mathews, Director, Aviation Maintenance
Ryan Pazaruski, Senior Manager, Aviation Maintenance
SUBJECT: Support services for the Genetec video management system
Amount of this request:
$1,200,000
Total estimated project cost:
$1,200,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute a contract for Video
Management System (VMS) technical support services at Seattle-Tacoma International Airport
for a term of up to five years, with an estimated cost of $1,200,000.
EXECUTIVE SUMMARY
Genetec is the software and hardware system that supports Video Management at the Seattle-
Tacoma International Airport (Airport). The approval of this request will provide maintenance
support services for the VMS. The system allows monitoring of a large array of cameras and
provides services for several stakeholders at the Airport to include Security, Operations and
Maintenance. The Genetec system provides a platform to coordinate all these cameras and video
functions. This support services contract will provide technical support during the upgrades to
the existing system.
JUSTIFICATION
Security cameras and video information are critical to Airport Security and Operations. The Video
Management System provides critical camera and video footage of Airport spaces assisting in
resolving security breaches, injuries, accidents, etc. Port staff is proposing to continue to use
service providers to perform technical support service for the VMS to supplement internal
resources. This will aid Port staff in providing the level of service necessary for the Airport.
This maintenance service agreement is necessary to ensure software updates and system
upgrades are implemented in a timely and secure fashion. Technical support for these systems
in the form of software and hardware maintenance, trouble shooting, and root cause
investigation will be included in the deliverable services. These are critical to ensure the Genetec
VMS remains fully capable.
COMMISSION AGENDA – Action Item No. 6j Page 2 of 3
Meeting Date: April 14, 2020
Template revised June 27, 2019 (Diversity in Contracting).
DETAILS
It is anticipated that the contract will be structured with an initial two-year duration and
incorporate 3 one-year extension options. T
he existing system includes over 1,500 cameras
and several federal agencies sites and is growing rapidly. Due to facilities currently in
construction, it is anticipated the system will have approximately 3,000 cameras in the near
future.
Federal agencies sites are utilized to share some, but not all, camera views with non-Port entities
such as Airlines and Government partners. Approval of this request will also include video system
utilized by CBP in the IAF as Aviation Maintenance staff will be maintaining the system on behalf
of the CBP.
Currently, the Airport utilizes Genetec’s Mission Control System. Genetec authorizes
approximately seven unique service providers for this system. If approved, the preferred
alternative will allow for a competitive process amongst these multiple service providers.
Scope of Work
(1) Provide software upgrades as they are released by the developer.
(2) Provide download services for patching, bug fixes and enhancements.
(3) Provide technical service remotely via telephone as necessary in support of on-site staff
24/7.
Schedule
Activity
Issue Solicitation
Award Contract
In-use date
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Execute annual one-year contracts.
Cost Implications: $280,000 estimated average annually over 5 years.
Pros:
(1) This alternative allows staff to switch between service providers.
Cons:
(1) Additional work is required for staff to perform a competitive process every year.
(2) Annually re-competing the process can lead to cost uncertainty year over year.
(3) Pricing may be higher than a multi-year contract due to the lack of a long-term
commitment.
This is not the recommended alternative.
COMMISSION AGENDA – Action Item No. 6j Page 3 of 3
Meeting Date: April 14, 2020
Template revised June 27, 2019 (Diversity in Contracting).
Alternative 2 – Procure a two-year contract with three one-year renewals.
Cost Implications: $1,200,000
Pros:
(1) Costs may be lower due to the security of a longer-term commitment. The two-year
contract with up to 3 option-years provides the Port with some flexibility if the service
being provided is unsatisfactory, yet provides for a longer term of service if the Port is
satisfied.
Cons:
(1) This alternative commits the Port financially for a longer period of time.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Annual Budget Status and Source of Funds
These service contract costs are included in Aviation Maintenance’s annual operating budget.
The amount of $196,400 was included in the 2020 operating budget, suggesting there will be an
annual increase going forward. This is due primarily to the large number of cameras being added
to the system as new facilities are brought on line, and the associated licensing and maintenance
fees. The funding source will be the Airport Development Fund.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None